Privacy Notice
Bertrand AI — Privacy Notice
Version 1.1 — published 30 August 2026 (version 1.0, 3 August 2026, updated to cover the onboarding form's optional autofill and document upload). This notice covers bertrandai.uk and its onboarding form. It is separate from the Terms of Service between Bertrand AI and its Clients, and separate from the Caller Privacy Notice a Client gives to its own callers.
1. Who this notice is for
This notice applies to you if you: browse bertrandai.uk, use the live demo voice widget on the homepage, or submit the onboarding form — whether or not you go on to become a Client. It does not cover the callers of a Bertrand AI Client's own AI receptionist — that relationship is between the Client (as data controller) and their own callers, using a separate Caller Privacy Notice the Client provides. If you're a Client's caller looking for that notice, please contact the business you called directly, not Bertrand AI.
2. Who we are
James Patient, a sole trader trading as Bertrand AI, of Spring House, The Drive, Guildford, GU5 0QW, Surrey, United Kingdom, is the controller of the personal data described in this notice. Contact: hello@bertrandai.uk.
3. What we collect, and why
| Where | What's collected | Why (lawful basis) |
|---|---|---|
| Live demo voice widget | If you share your name and show genuine interest during the conversation: name, business name, contact details, and a short interest summary — plus the call recording/transcript, held with our voice AI provider under its own retention terms | Legitimate interest — following up a sales enquiry you initiated by starting the conversation |
| Onboarding form | Business details, main contact's name/role/phone/email, and everything you tell us about your business to configure an Assistant | Taking steps to enter a contract with you (if you proceed), or legitimate interest in responding to your enquiry (if you don't) |
| Documents you upload to the onboarding form | Price lists, service menus, FAQ screenshots or similar files you choose to upload, and the text taken from them | Taking steps to enter a contract with you — uploading is optional and the form works without it |
| Direct email (hello@bertrandai.uk) | Whatever you send us | Legitimate interest in corresponding with you |
3.1 Optional autofill. The onboarding form can draft its longest section for you instead of you typing it out. If you choose to use it, we fetch pages from the website address you gave us on the form, and pass that content — together with any files you upload — to our AI language-processing provider, which drafts suggested answers. Nothing is entered on the form until you have read each suggestion and accepted it. Uploaded files are kept in our cloud file storage so that the drafted answers can be checked against the original document before your Assistant is built, and are deleted on the same schedule as the rest of your onboarding submission (section 4). Autofill is entirely optional — every field can be typed in by hand.
4. How long we keep it
4.1 If you become a Client, your business's data is kept for the duration of our contract and afterwards as set out in the Terms of Service.
4.2 If you do not become a Client — a demo-widget lead that doesn't convert, or an onboarding submission that's rejected or never taken further — we keep your personal data for 12 months from your last contact with us, then delete it. This is enforced automatically: an internal monthly process reviews onboarding submissions and demo leads older than 12 months and deletes anything that never became a live Client relationship, under human review before anything is erased.
5. Who we share it with
We use a small number of specialist providers to run Bertrand AI, each acting as a data processor on our instructions: a voice AI platform (call orchestration, recording/transcription), a telephony provider, a voice synthesis provider, an AI language-processing provider (call-configuration logic, and the optional onboarding autofill described in section 3.1), a workflow automation platform, cloud record-keeping/email services (where your onboarding/lead data is stored) and cloud file storage (where documents you upload during onboarding are held), and — for Clients only — a regulated UK payment processor (Direct Debit collection). We don't sell your data, and we don't share it with anyone outside this list except where required by law.
6. Your rights
Under UK GDPR you can ask us to: confirm what we hold about you, correct it, delete it, or restrict/object to our processing of it. To exercise any of these, email hello@bertrandai.uk — as a small business we handle these requests directly and personally, and will respond within one month. You can also complain to the UK Information Commissioner's Office (ico.org.uk) if you're unhappy with how we've handled your data.
7. Cookies
Bertrandai.uk does not use tracking or advertising cookies. The onboarding form saves your in-progress answers in your browser's local storage only, so you don't lose your progress if you navigate away — this data never leaves your device unless you submit the form.